Guidelines for Large Events at Aalborg University

For large events expecting approximately 150 participants or more, it is required to arrange a meeting with Facility Support to discuss practical matters related to the event. This meeting will cover agreements, such as changes to furniture layouts to align with the fire safety plan.

It is the responsibility of the renter to contact Facility Support at facilitysupport@adm.aau.dk. This must be done NO LATER than 4 weeks before the event date.

A detailed sketch must be prepared, showing the placement of key elements such as the bar, dance floor, music setup, surplus furniture, etc., in relation to fire safety and evacuation routes.

When confirming the booking form, an evacuation plan will be attached, where the layout can be drawn and adjusted accordingly.

Furniture Arrangement and Cleaning

If furniture is rearranged during an event, it must be returned to its original setup after use, including reconnecting any electrical connections under the tables. It is recommended to take pictures of the original setup or refer to the arrangement plan before moving any furniture.

Failure to properly return the furniture to its original placement after the event will result in a fee of DKK 1,000.

In cases of insufficient cleaning or tidying, actual costs will be charged, with a minimum fee covering 3 hours. The approved booking form includes information on where the cleaning cart can be collected.

AAU's conference network

For hosting conferences and large events, we also refer you to our colleagues in AAU’s Conference network, where you can find guidance and assistance for planning and executing your event.

Contact

If you have any questions regarding bookings, you can contact

• Aalborg: bookingsupport@adm.aau.dk
• Esbjerg: booking@esbjerg.aau.dk
• Copenhagen: CID@cph.aau.dk